Invite your team and choose roles

A workspace is shared by your team. Invite people, give each one the role their work needs, and change their access as the team changes. Only Owners and Admins can invite people and manage the team.

Send an invitation#

1. Open Invitations and select Send Invitation. On the Members page, Invite Members does the same.
2. Enter the Email Address, and optionally a First Name and Last Name.
3. Choose a Role: Admin, Member or Viewer.
4. Under Expires In (Days), choose how long the invitation stays valid: 3, 7 (the default), 14 or 30 days.
5. Add a Personal Message (Optional) of up to 500 characters if you like.
6. Select Send Invitation. help.ai emails the invitation.

A few cases work differently:

• Already an active member: no invitation is created.
• A disabled member: you're asked to enable them instead. Open their row on Members and select Enable.
• Already invited: the pending invitation is reused, its role is updated, and the email goes out again.

Track invitations#

The Invitations list shows Pending invitations. Switch the filter to All to see the rest.

• Copy link copies the invitation link so you can share it yourself.
• The row menu (⋯) lets you Edit the role or expiry, Resend the email, or Revoke the invitation.

An expired invitation can't be resent or edited. Invite the same email again to send a new one.

Roles#

Everyone can see Settings and Plan & Billing, but only Owners and Admins can change them. Viewers can look around the workspace but can't create, change or delete agents, deployments, forms or integrations, or take over Inbox conversations.

The invitation form offers Admin, Member and Viewer. To make someone an Owner, an Owner opens their row on Members, selects Edit and sets Role to Owner. You can't make someone else an Owner of your personal workspace.

Manage members#

Members lists everyone in the workspace with their Status, Role, Joined, Last Updated and Last seen. Filter it by All, Enabled or Disabled. Select someone's Last seen to see their First seen, Last seen and Sessions.

From a member's row menu (⋯):

• Edit changes their Role, or turns Enabled off to suspend their access without removing them. Select Save changes.
• Disable turns their access off straight away, and Enable gives it back.

There's no way to remove a member, so disable them to cut their access. You can't change your own role: on your own row, the menu shows Edit profile instead.

Your profile in this workspace#

My Profile holds how you appear in this workspace: Full Name, Display Name (Nickname), Job Title / Position, Photo, Contact Email, Contact Phone, Timezone and Status / Mood. Select Edit Profile to change them. They apply to this workspace only. Your sign-in email and password belong to your account, under My Account.

Operators#

Owners, Admins and Members can take over visitor conversations in Inbox. The Operator card in the sidebar tells help.ai you're available, so visitors who ask for a person hear that someone can answer. See Take over a conversation in Inbox and Let visitors talk to a person.

Accept an invitation#

When someone invites you:

1. Open the link in the invitation email, or one another workspace member shared with you. The page shows who invited you, your Role, when it Expires and any message.
2. If you're signed out, select Login, or Create Account if you don't have an account yet. Use the email address the invitation was sent to.
3. Select Accept Invitation, or Decline.

If you're signed in with a different email address, you see Invitation Not For You. Sign out and sign in with the invited address. An expired invitation says "This invitation has expired", so ask for a new one.

Invitations to your email address also show in the sidebar as a count, such as "1 invitation". It opens My Invitations in your account, where each row has Accept and Decline.